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Program Assistant

3 months ago

Honolulu, United States East-West Center Full time
Job DescriptionJob DescriptionSalary: $53,074.02

Are you looking for a rewarding career that can take you to new levels of success? If so, then we have the perfect job for you Our Seminars & Journalism team is currently seeking a Program Assistant who can provide exceptional administrative and operations support. In this role, you will perform various administrative and fiscal duties that support the execution of programs and activities while demonstrating sound organizational skills and the ability to coordinate work tasks to ensure team deliverables and outcomes are routinely met.


RESPONSIBILITIES OF THE PROGRAM ASSISTANT:


  • Assists with, plans, and coordinates program activities including researching potential speakers; contacting and corresponding with speakers and experts to confirm sessions; and compiling and drafting biographical summaries of speakers and experts.
  • Assists in drafting programmatic budgets; maintaining programmatic partnerships; and drafting/editing speaker honorariums, partnership agreements, and consultant contracts, as required.
  • Manages the application process, which includes the preparation of participation application materials as well as the distribution, intake and organization of all program materials such as invitation letters, Center and program requirements, and participant biographies. Receives and acknowledges applications and accompanying documents and conducts follow-up communication with applicants; and assembles application packets for distribution to selection committees.
  • Assists participants during their programmatic activities, including serving as an escort to site visits as needed.
  • Provides administrative and fiscal support service for Journalism staff including answering email and phone correspondence; compiling and drafting BOG reports and program impact reports; and assisting preparation of budget documents. Creates/finalizes travel requests, travel orders, travel completion, travel completion reports, purchases and other documentation for Seminars and Journalism staff. Also prepares fiscal documents in accordance with current policies and procedures for program activities.
  • Oversees development, editing, updating and maintaining of program webpages and sharing web-related concerns with the wider Center. Creates and manages program-specific websites housed offsite.
  • Manages the database of contact information, using Raiser’s Edge and excel files, for institutional partners, participants, alumni, applicants, interested parties, etc. and ensures the data is current and accurate using Raiser’s Edge and excel files.
  • Gathers information, creates/drafts copy and design, and edits and assists with the layout for program brochures, promotional and other program materials. Coordinates and compiles information for various reports and projects such as the annual infographics sheet and PowerPoint presentations. Handles mass mailings through mass marketing service providers such as Mail Chimp and creates/drafts/manages social media posts and blogsites using content provided by program coordinators.
  • Serves as a work leader for student assistants: manages, assigns and oversees student work; and trains students. Assists in student hiring process. Supervises student assistants when program supervisor is absent.
  • Drafts thank you cards, invitations, newsletters, brochures and other documentation as required for program events and activities. Retrieves and manipulates data (into charts, graphs, tables, PowerPoint or other formats) for presentation in program brochures, news releases, reports, applications and publications.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.


QUALIFICATIONS AND SKILLS NEEDED FOR THE ROLE


To be considered for this role, you will need to have the following qualifications and skills:


Education & Experience - At least five (5) years of relevant full-time experience which demonstrates the ability to perform the duties of this position, or a combination of post high school education, training, and directly related experience which totals five (5) years.


Demonstrated Ability - To organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment;  to appropriately handle confidential information; to make arithmetic computations and record figures accurately; to handle detail-oriented assignments with accuracy, to communicate effectively both verbally and in writing and to function effectively as a work leader.


Knowledge - Of routine office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment, including computers, LCD projectors, and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, Acrobat Pro, or equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype. Knowledge of presentation software such as PowerPoint, database management such as Access and Raiser’s Edge, and Adobe Acrobat Professional or an equivalent application.


SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

 

When you join our team as a Program Assistant, you will have the opportunity to work for a company that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

 

  • Competitive Salary and Benefits

The annual salary for this position starts at $55,658.79 with an attractive benefits package that includes health insurance, retirement savings with a generous company match, paid holidays, as well as paid vacation and sick leave.

  • Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. As you settle into your role, you will have the opportunity to take on additional responsibilities and advance your career within our organization.

  • Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

 

HOW TO APPLY

 

If you're interested in applying for this position, submit an electronic application below at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

 

  • Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills, and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

  • Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

  • Provide Three Professional References

Ensure that your references can attest to your skills, worth ethic and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

 

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

 

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.


As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.